Document BRzbMx8oKjKEapNX9Ma1JyQ5o

\Sh e r w in -Wil l ia ms Pa in t ; Va r n is h a n d La c q u e r Labo r at o r ies "S- ROUTINE AND POLICY Comecuhve n 13 yx2 December 31, 1970 SUBJECT: PV&L TECHNICAL FILING SYSTEMS - FORMULA CARDS & RAW MATERIAL SPECIFICATION CARDS PURPOSE: To standardize maintenance of laboratory records and limit the number of duplicate records retained at all laboratories. SCOPE: 1. Complete records of formula cards and rav material specification cards will be maintained 8t Cleveland Technical Procedures (Prime Master File) and Chicago A.W."steudel Technical Center (Alternate tester File) only. Complete records include active and void formula cards and raw material specification cards and all revisions, alternates, and local Variations 6f them. Copies of these records are available to all laboratories upon request. 2. The formula cards and raw material specification cards filed in other laboratories should be limited to those needed on a frequest basis by the specific location. These records would include: a. Complete, records on manufactured products (both finished goods and intermediates) controlled by the specific lab. b. Current raw material specification cards. c. The current cards and prime alternates to it for special rexes which are or could be manufactured at the specific location. (NOTE: There is .little value in maintaining records on products which would never be manufactured at the specific location. As an example. Nitrocellulose Lacquers at Newark.) d. The current card, prime alternates to it, and the one imnediately preceding it and the prime alternate to it on price list items should' be retained. The preceding card may be needed for depletion of overstock. ......... e. Current local variations-from other locations to products-- controlled at the individual location. f. Current local variations originated at the specific location u'to products controlled elsewhere. N15591 R&P #213 Page 2 of 3 FROCEIXJEE: . ALL LABORATORIES EXCEPT CIEVELAKD TECHNICAL PROCEDURES AND A.W. STEUIEL TECHNICAL - CENTER. - ; ; . j A. Records to be Maintained .1, / 1. Products and manufactured intermediates controlled at your .location - File all cards, .prime alternates to them,-and. local.variations to them;- ! j ACTIVE RECORDS 2. Products and fenufactUred intermediates controlled "by other locations. _ . a. Active line products (price list items) - File the latest card, prime alternates to it, snd the last previous card and alternates to it. -_i h. Active special rexes and manufactured intermediates controlled by other locations - File only latest card and prime alternates to it for products which are or could he manufactured at your location. c. File only current local variations originated by your laboratory to products controlled elsewhere. ' 3. Raw material specification cards - File only the latest card for active raw material specifications. B. Records to be Destroyed 1. Destroy upon receipt formula cards representing products which will never be manufactured at your location. If previous records of such products are currently in your file, destroy them also. OBSOLETE RECORDS 2. When void cards are received for raw material specifications or special rexes, pull all records from the file and destroy them and the void card in the manner prescribed for destruction of confidential records. 3* Ab revisions are received to price list formula cards, destroy destroy all previous cards end alternates except.the.last card and;Sltennates to it. 0007-SWP-0059267